Executive Assistant To Chief Executive Officer

Job Title: Executive Assistant to CEO

Location: Bangalore

Experience: 3-8 Years

Employment Type: Full-Time

Job Summary

The person will work closely with the CEO on business strategy, communication, meetings, strategic alliances, business development, innovation, execution, team coordination, vendor management, events, research and special projects.

The ideal candidate should be someone who can move between:

CEO Office Customer Meeting Vendor Discussion Strategy Meeting Team Coordination Business Research Event New Business Opportunity without hesitation.

We are looking for someone who can become the CEOs extended arm inside and outside the organization.

What You Will Do

1. CEO Office & Executive Support

• Manage and coordinate the CEO’s calendar, meetings, appointments and priorities.
• Coordinate internal and external meetings on behalf of the CEO.
• Prepare meeting agendas, discussion points, presentations and briefing notes.
• Track important commitments, follow-ups and action items.
• Ensure important tasks discussed with the CEO are followed through to completion.
• Coordinate with different departments and ensure execution of CEO-level priorities.
• Maintain confidentiality of sensitive business, financial, customer and strategic information.
• Help the CEO organize and prioritize multiple parallel initiatives.

2. Strategic Meetings & Business Communication

• Coordinate meetings with customers, strategic partners, investors, consultants, vendors and technology companies.
• Participate in important meetings and capture key decisions, action points and responsibilities.
• Prepare follow-up communication after meetings.
• Maintain a structured database of important contacts and relationships.
• Assist the CEO in building and maintaining strategic relationships.
• Communicate professionally with senior executives, CXOs, government representatives and international stakeholders.

3. Strategic Alliances & Partnerships

• Research potential technology partners, system integrators, distributors, OEMs and strategic alliances.
• Identify companies and individuals who can help XIPHIAS enter new markets or create new business opportunities.
• Initiate communication with potential partners under the direction of the CEO.
• Coordinate partnership discussions and meetings.
• Track partnership opportunities from first contact through negotiation and execution.
• Research new technologies and companies that could complement XIPHIAS products.

4. Business Development & New Opportunities

The candidate should actively help identify “What can XIPHIAS do next?”

Responsibilities may include:

• Researching new markets and industries.
• Identifying potential customers and business opportunities.
• Researching emerging technologies.
• Identifying new products and services that XIPHIAS could develop.
• Supporting international business expansion.
• Studying competitors and market trends.
• Preparing preliminary business opportunity reports.
• Supporting the CEO in evaluating new business ideas.
• Connecting with potential customers, partners and vendors.
• Helping convert ideas into actionable projects.

5. Innovation & Special Projects

This is a critical part of the role.

The candidate will work with the CEO on new ideas, innovation and special projects that may not fit into any particular department.

Examples may include:

• AI-based business opportunities
• New kiosk concepts
• New software products
• New industry applications
• Automation opportunities
• International market opportunities
• New technology partnerships
• New revenue models
• Digital transformation initiatives
• Pilot projects
• Strategic research

The candidate should be comfortable receiving a problem such as:

“Can we build a business around this?”

and taking ownership of researching it, finding the right people, understanding the opportunity and presenting a structured recommendation to the CEO.

6. Team Coordination & Execution

• Coordinate with Sales, Software, Hardware, Manufacturing, Finance, Operations and Marketing teams.
• Follow up on important cross-functional assignments.
• Track project progress and escalate delays to the CEO.
• Help ensure that decisions taken by the CEO are implemented.
• Organize internal review meetings when required.
• Prepare simple dashboards, trackers and status reports.

7. Vendor & External Stakeholder Coordination

• Coordinate with vendors, consultants, service providers and technology partners.
• Obtain information, quotations, technical details and timelines.
• Arrange vendor meetings and demonstrations.
• Compare vendor proposals and prepare summaries for the CEO.
• Follow up on pending deliverables.
• Build a reliable network of external resources.

8. Customer & Visitor Coordination

The candidate may also assist in coordinating:

• Important customer visits
• CXO meetings
• International visitors
• Factory visits
• Product demonstrations
• Business delegations
• Partner meetings
• Government / institutional meetings

The person should ensure that the visitor experience is professional and that all required teams are properly coordinated.

9. Events & Corporate Activities

• Coordinate exhibitions, conferences, business events and corporate meetings.
• Support the CEO during industry events.
• Coordinate event logistics, registrations, meetings and follow-ups.
• Research relevant conferences and exhibitions where XIPHIAS should participate.
• Identify potential customers and partners attending events.
• Help maximize business opportunities from events.

10. Travel & International Coordination

The candidate should be comfortable travelling when required.

Responsibilities may include:

• Domestic and international business travel coordination.
• Meeting scheduling during business trips.
• Customer and partner meeting coordination.
• Travel itinerary planning.
• Preparing meeting schedules during international visits.
• Supporting the CEO during business travel when required.

The Person We Are Looking For

We are not looking for someone who only waits for instructions.

We are looking for a person who thinks:

“What needs to be done?”

rather than:

“What task have I been assigned?”

The ideal candidate should be:

• Extremely smart and proactive.
• Highly organized.
• Excellent at verbal and written communication.
• Confident speaking with senior executives.
• Comfortable communicating with customers and vendors.
• Commercially aware.
• Technology-friendly.
• Curious about AI and emerging technologies.
• Good at research and analysis.
• Excellent at follow-up.
• Comfortable handling multiple priorities.
• Comfortable working in a fast-moving entrepreneurial environment.
• Willing to travel.
• Comfortable working beyond a conventional 9-to-5 mindset when business situations require it.
• Capable of maintaining complete confidentiality.
• Mature enough to represent the CEO professionally.
• Energetic and solution-oriented.

Must-Have Skills

Communication

• Excellent English communication.
• Strong email and business writing skills.
• Confident telephone and video-call communication.
• Ability to communicate professionally with CXO-level executives.

Technology

Should be comfortable with:

• Microsoft Office / Google Workspace
• PowerPoint presentations
• Excel / Google Sheets
• CRM systems
• AI tools such as ChatGPT and other generative AI platforms
• Online research
• Video conferencing platforms
• Digital productivity tools

Knowledge of AI, automation, SaaS, software or technology products will be a significant advantage.

Business Skills

• Business research
• Market research
• Presentation preparation
• Meeting management
• Vendor coordination
• Business development
• Strategic thinking
• Project coordination
• Follow-up and execution
• Basic commercial understanding

Education

Preferred:

• MBA / PGDM – Business Management, Marketing, Strategy, International Business or related field
• BBA / BBM
• BE / B.Tech
• Any graduate with exceptional communication, business and organizational skills

However, attitude, intelligence, communication and execution ability are more important than the degree.